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General Terms and Conditions for the Event


XYZ Conference („Event“)

Time and Place



Institut für xyz

Johannes Gutenberg-Universität Mainz
Saarstr. 21
55122 Mainz



Ticketing and Payment

Converia GmbH („Ticketing-Partner“) 
Frauentorstr. 3 
99423 Weimar 


1. General information

1.1 The General Terms and Conditions („GTC“) apply for attendence and corresponding ticket purchase for the above-named event, organized by the organizer stated above. No conflicting or deviating terms and conditions of the attendee shall be applicable. 

1.2. Terms and conditions are subject to changes. Any alterations and changes obtain validity by publication on this website.

1.3. This offer is only valid for persons of legal age.

2. Registration and conclusion of contract

2.1.  Registration for attending the event is possible solely through the Converia’ Converia Conference Management & Ticketing platform.

2.2 Through the information provided on the website, the organizer makes an offer for the conclusion of the purchase contract. The attendee accepts the offer of the conclusion of the purchase contract by completing the process which leads to the final order page, then by clicking on the button "complete registration". In order to accept the offer, the attendee is required to have correctly filled in the order form including all required fields (marked "*") and to have accepted these terms and conditions.

2.3. The contract is concluded only with the reception of a confirmation e-mail sent by the ticketing partner to the attendee. The contract and also any amendments, supplements and ancillary agreements of any kind must be made at least in text form. The requirement as to form also applies for any amendment to or revocation of this clause stipulating the requisite form.

2.4 The number of participants can be regulated or “by invitation only“. Registrations are regarded in order of payment receipt. If attendence is not possible due to reached capacity, you will be notified immediately.

3. Prices

3.1. The price stated in the confirmation of attendence is the total price and binding for the attendee.

3.2. All prices include VAT if applicable. Additional shipping and/or delivery costs are not added unless displayed separately.

3.3 Any discounts (students, seniors, disabled) will also be displayed separately. When no discounts are displayed, none will be given. Discounts are given on presentation of proof only (student ID, government issued identification card with age display, pass for severely disabled person). Presentation of proof has to be given before the event. If the participant cannot provide proof, they have to subsequently pay the margin between the discounted price and the full price to gain entry to the event.

4. Payment

4.1. Payment is made through the options of payment specified on the website. Additional processing fees and/or service charges, depending on the method of payment, might be added to the ticket price. These will be displayed separately. The total price of the ticket is payable immediately upon conclusion of contract and no later than the day of the event.

4.2. Applicable for payment through invoice: The organizer is entitled to withdraw from the contract if payment has not been made within 14 days of receiving the invoice. If the organizer withdraws from the contract, the attendee loses their right to attend the event. Any transference fees are the attendees responsibility.

4.3. Applicable for payment through direct debit: During payment through direct debit, the attendee is asked to provide bank account information (account holder, account number, bank code, name of bank). The ticket price including any fees will be charged to this account within the next business days.

4.4. Applicable for payment through credit card: Attendee will be asked to provide credit card details during the transaction. The account associated with this credit card will be charged with the ticket price including any fees within the next business days. Please note that the following details appear on your credit card statement:

converia.de/ticketing        Weimar        DE 

4.5. In case of a backcharge (due to insufficient funds), the attendee has to cover any resulting damage, financial or otherwise. This includes bank charges and a processing fee (of the organizer) of 10.00 Euro per backcharge. In case of a credit card backcharge, the attendee is charged a processing fee of 50.00 Euro. In case of a backcharge, the organizer has the right to revoke the contract. The attendee loses their right of attendence to the event. This has no effect on any further claims of the organizer toward the attendee.

5. Right of Withdrawal

5.1. Cancellation Policy 

Right of Withdrawal:
If the customer is a consumer according to § 13 BGB, they have the right to withdraw from the contract within fourteen days without giving any reason. The withdrawal has to be in written form (e.g., a letter send by mail, e-mail). It is possible to send an e-mail including the ticket ID. The following contact information have to be used for withdrawals:

Converia Event Ticketing 
Converia GmbH 
Frauentorstr. 3 
99423 Weimar 


The withdrawal period starts with reception of this cautioning in written form, but not before conclusion of contract and not before the organizer has fulfilled their duty according to Art. 246 § 2 i. V. m. § 1 Abs. 1 and 2 EGBGB as well as duties according to § 312g Abs. 1 Satz 1 BGB i.V.m. Art. 246 § 3 EGBGB. To meet the withdrawal deadline, it is sufficient to send the communication concerning the exercise of the right of withdrawal before the withdrawal period has expired.

Consequences of Withdrawal:

In case of an effective withdrawal, goods and services received on both sides as well as benefits, if applicable (e.g., interests), are to be returned. If the attendee cannot, only partly or in worse condition return received services and/or usage (e.g., advantages through usage), they have to reimburse the organizer. Any obligations for reimbursement of expenses have to be fulfilled within 30 days. This period starts for the attendee upon sending the declaration of withdrawal and for the organizer upon receiving it.

End of Declaration of withdrawal

5.2. The right of withdrawal is terminated early if the organizer starts the service provisioning with the expressed consent of the attendee before the withdrawal period ends or if the attendee initiates the service provisioning.

6. Exchanges, Termination/Withdrawal

6.1. Invoice changes or transfer afterwards are charged with a 20.00 Euro processing fee by the organizer.

6.2. If the attendee no longer wishes to participate in the event, termination of the contract has to be given in writing or by e-mail to the organizer.

a) In the event of a termination/withdrawal up to 6 weeks before the event, attendence fee will be fully refunded minus a service charge of 10%.

b) In the event of a termination/withdrawal up to 2 weeks before the event, 50% of the attendence fee will be refunded.

c) In the event of a termination/withdrawal less than 2 weeks before the event, no refunds are given.

6.3. If the attendee cannot attend the event due to health reasons or an accident, they can appoint somebody to attend in their place. A service charge of 20.00 Euro applies.

6.4. Any other cancellation is only granted with a valid reason. No refunds are given in this case.

6.5.The contracting party reserves the right to prove minor expenses.


7.1. The extend of the stipulated services of the respective event can be taken from the respective information brochures, registration forms, if applicable, and the organizer’s confirmation of participation.

7.2. In case of failure to provide services according to the contract, the attendee has the right to corrective actions. Any failures have to be reported immediately. Any rights to a refund of the attendence fee due to lack of performance of stipulated services have to be claimed within 14 days after the end of the event.

7.3.The organizer reserves the right to last minute changes in the content of the event program if necessary and if it does not affect the object of the event. This includes, on rare occasions, a substitute speaker. The attendee will be notified about respective changes in due time.

7.4. Travel costs, accommodation and provisioning are not included unless specified explicitly in the description of the event. If the attendee does not or only partially make use of the offered services, they are not entitled to any refund of the attendence fee.

7.5. The attendee is not entitled to any specific problem solutions.

8. Cancelled/re-scheduled event

8.1. The organizer has the right to re-schedule, cancel or change an event in case of low attendence or other urgent reasons. This also applies to supporting and evening programms.

8.2. If an event is cancelled by the organizer, the attendee will be offered a refund. The organizer may cancel the event ten days prior to the start in particular if the required number of participants has not been reached. Shipping costs and other fees are only refunded if the cancellation is due to intent or gross negligence of the organizer.

8.3. If an event is re-scheduled the attendee has the option to withdraw from the contract. The organizer is responsible to inform the contracting partners through the provided means (letter, e-mail, phone etc.) as soon as possible. Information provided this way are deemed sufficient. Any resulting costs for travel, accommodation etc. are only refunded if the failure to inform the attendee about the cancellation of the event was due to intent or gross negligence of the organizer.

8.4. If the event is cancelled, the refund will be paid within 14 days. The same applies if the attendee withdraws due to reasons stated above.

9. Copyrights and other rights

9.1. Presentations and provided material are protected by copyright and may only be used for private usage. Rights of use can be transferred only through an expressive written concession. Reproduction, distribution, derivation or public display of any kind are prohibited and require written permission of the organizer.

9.2. Sound or video recording as well as descriptions of the event and/or results partially or as a whole are not permitted.

10. Footage/Pictures

10.1. Attendees agree irrevocably and free of charge to the usage of photo and/or film material of their person through the organizer for all present and future media that exceeds display at a present-day event. This includes replication, broadcasting as well as usage for audio-visual media.

11. Liability

11.1. The organizer is not liable for any contractual, quasi-contractual, statutory, tortious or other legal reasons. The organizer and their vicarious agents are not liable for failure of any kind caused by circumstances beyond their control.

11.2. The organizer shall be liable for damages only if they or any of their agents violate an essential contractual obligation (cardinal obligation) in a way that compromises the intent of the contract or causes damage through gross negligence or willful misconduct. If the culpable breach of an essential contractual obligation is not of gross negligence or willful misconduct, the organizer’s liability shall be limited to typical and foreseeable damages, limited to the ticket price. The organizer is further excluded from the liability of consequential or incidental damages. 

11.3. The organizer is not liable for any damages, losses and accidents during travel to and from the event location.

12. Privacy policy

12.1. The attendee can visit the event websites without providing any personal data. Personal data is only collected when the attendee provides it (e.g., by purchasing a ticket or registering for an event, sending a message on the website or registering as a website user). Beyond that, no personal data is collected. 

12.2. User data collected by the organizer (e.g., during the purchase of tickets or registration for an event) will be stored, modified and transmitted only for the fulfillment of the event’s purposes. This is necessary for the performance of the contract (e.g., admission control to the event). 

12.3. By accepting these general terms and conditions, the attendee agrees: I allow my personal information to be stored in machine-readable form by the organizer. I further allow, for the intended purposes of the organization of the event, for my personal information to be collected, used, processed and displayed on the list of participants attending the event, publicly accessible. I can hide said information after registration in the overview of the list of participants or revoke this approval through e-mail to the organizer at any time.

13. Supplementary provisions

13.1. The organizer adverts to the General Terms and Conditions of the conference management and ticketing platform Converia, which apply for attendees of Converia GmbH in addition to the organizer’s General Terms and Conditions and are therefore part of the earlier regulations. They can be accessed through the following link: http://express.converia.de/agb

14. Final provisions

14.1. The laws of the Federal Republic of Germany are applicable here, with the exclusion of the UN Convention for the International Sale of Goods (CISG) and other legal provisions, which are German law due to or through execution of international agreements or legal provisions of supranational organisations as long as they are not of obligatory nature. This also applies to claims from pre- and post-contractual obligations as well as legal claims that compete with contractual or pre- and post-contractual obligations.

14.2. Should any provision of this contract be or become invalid by yet unknown circumstances, the validity of the remaining provisions remains unaffected. The contracting parties are required to replace an invalid provision with a valid provision, which in its regulatory content matches the intention and purpose of the invalid provision as closely as possible. This also applies to contractual loopholes. 

14.3. Place of performance shall be the organizer’s headquarters. 

14.4. Place of jurisdiction as far as legally permitted shall be the organizer’s headquarters.